Ritzy Payroll — Notifications User Manual

1 What’s new

The Ritzy Payroll add-on now includes an Employee Document Expiry alert. Once a day it checks employee documents and notifies the people you choose about those expiring within your chosen lead time.

Feature	What it does	Who controls it
Employee document-expiry alert	Once a day, Ritzy checks employee documents and notifies the people you choose about those expiring within your chosen lead time.	Set up once by an administrator

No email account required

This add-on relies on the Ritzy Notification system that is part of your main Ritzy application. Recipients see alerts as on-screen pop-ups and in My Notifications — no email account is needed.

2 How the alert works

Once a day — triggered by the first person to log in that day — Ritzy looks at every active employee document and counts those due to expire within the lead time you set. The staff you nominate then receive a pop-up notification such as:

Example message
12 employee document(s) are due to expire on or before 2026-07-14. Review in Payroll → Document Expiry.

The pop-up appears in the top-right corner of the recipient’s screen; they can Mark Read, Reply, or close it.
It is also listed under Tools → My Notifications (Received tab).
Open Payroll → Document Expiry for the full, itemised list of employees and documents.

Notifications are kept for 7 days

To stop old alerts from piling up, Ritzy automatically removes any notification older than 7 days from My Notifications (and it stops popping up as a toast). The clean-up runs in the background at login — the underlying Document Expiry list is unaffected, so an expiry you haven't actioned still shows there.

Ritzy Notification

From: SYSTEM

Subject: Employee documents expiring: 12

Sent: 2026-06-14 08:03

12 employee document(s) are due to expire on or before 2026-07-14. Review in Payroll → Document Expiry.

1 of 1

Mark Read Next Reply… Close

Fig. The document-expiry reminder pop-up — mark it read, or open Payroll → Document Expiry for the itemised list.

3 Setting up the alert

This is a one-time setup by an administrator. You can change these settings at any time.

Go to Payroll → Others → Document Expiry Alert.
Tick the master switch to turn the daily reminder on.
Tick Enabled for each alert you want — Document Expiry and any of the others listed below.
Set the Lead days — how far in advance Ritzy should start alerting (for example, 30 days before a document’s expiry date). The hint beside each row says what lead days mean for that alert.
Choose the Recipients — the Ritzy users who should receive the alert.
Click Save.

Document Expiry Alert

Enable daily document-expiry notification alerts

Alerts

Alert	Enabled	Lead days	Recipients (users)
Document Expiry	✓	30	HR; ADMIN
Probation Ending (Confirmation Due)	✓	14	HR
Leave Requests Awaiting Approval	✓	2	HR; ADMIN

Lead days = days before the expiry date to start alerting.

SaveUndo Close

Fig. Payroll alert setup (Payroll → Others) — turn on the master switch, tick Enabled, set Lead days and pick the recipient users for each alert.

The other payroll alerts

The same screen carries seven more daily alerts. Each is off until you enable it and choose recipients.

Alert	Sent when	Lead days mean
Probation Ending	An employee is reaching their confirmation date.	Days before the confirmation date.
Retirement Approaching	An employee is reaching their retirement date.	Days before the retirement date.
Birthdays	Staff birthdays are coming up.	Days ahead; 0 means on the day itself.
Work Anniversaries	Staff reach another year of service.	Days ahead; 0 means on the day itself.
Leave Balance Overdrawn	Someone has taken more leave than they have.	Days of tolerance before it is flagged.
Leave Requests Awaiting Approval	Leave requests are sitting undecided.	Days a request may wait before it is chased.
Employment Contracts Ending	Active employment contracts reach (or pass) their end date with no renewal started.	Days before the contract end date.

Probation, retirement, birthday and anniversary alerts read dates from the employee record — confirmation date, retirement date, date of birth and date of joining. An alert whose date is not filled in simply stays quiet. The contracts alert reads the end dates on Payroll → Employment Contracts, and stops for a contract as soon as its renewal is drafted.

4 Good to know

Recipients are Ritzy users, identified by their login ID — the alert appears inside Ritzy, not in an email inbox.
The alert is sent once per day for the whole office, no matter how many people log in — you will not get duplicates.
Only active employee documents that have an expiry date are considered (the same set shown in the Payroll Document Expiry report).
If you do not yet use the Payroll module, contact us to enable it.

For assistance

Please contact your Ritzy support representative.